What's New to Neptune?

Applies to Release: Neptune Version 4

This release incorporates a number of significant changes, so we are providing users with a guide to these.

To see changes specific to CCGs click here.

Overview of changes:

• New printing and letter editing facilities
• Reminder Letters can be produced by type
• Parking a Reminder List selection
• Drug priorities
• Drug reminder list now sortable
• Mass removal of patients from a Reminder List selection
• Printouts
• Enhancements to the letter re-print & Reception List
• Non-standard test search and print facility
• Change to Stopped Drugs Re-Issued
• Enhanced validation of CSV imports (the reports you bring into NePTune)
• New Backup facilities
• Drug not issued report
• Update Satellite PCs – for System Patches & letter changes
• Update Primary PC – for System Patches

New letter editor and printing facility

This means that practices will be able to edit various features of the standard letters themselves. This was requested as many practices wanted autonomy for their own letters. There is a new full guidance document to explain all the new features and how to use them. Essentially letters will be held in an enhanced Word format, which can be edited with practice logos, doctor’s names, wording changes etc as needed. Printing has also changed in the following ways: when printing any Neptune document, the user is prompted to select from that PC’s available printers. This will allow you to print locally and centrally depending on your PC’s set up. All letters should be maintained on the Primary PC and then distributed to the Satellite PC.
See Neptune Printing Manual for step by step instructions.
Please note your current letters will continue to work after the upgrade. When your practice is ready to set up and move over to the Word-based documents please create a web ticket here. And we will contact you to book a mutually convenient time for us to help you set these up.

New method for Running Reminder Letters

You will now be able to select a type of letter to produce against a Reminder selection
e.g. Select Reminder Letter 1 and then you can select the method by which your practice wants this type of letter communicated
i.e. Reminder Letter 1 will be contacted from a Phone List but Reminder Letter 3 will always be a printed letter only.
Again, this facility was requested by users to give you more choices.
Please note, using this version of the reminder letters will override whatever is set against a patient record. The record will remain the same but the flagged option will be ignored. If you wish to identify these exceptions, you can go to the patient details screen and select for telephone contact list and click on this, then run a search to pull up all patient records with a telephone contact flag.
This Alternate method of producing Reminder letter is on the ‘Drug Reminder Menu’

The Alternate Reminder Letters button/section functions in the same way as Reminder Letters except once you have your list of patients you can select how a letter is produced.

Print \ Email Letters
 - This option will either print the patient Reminder or send it to the patient via email depending of the patients email settings
Print Only Letters
 - This option will always print each Reminder letter
Print Phone List
 - This option will print the patient Reminders as a Phone List for somebody to call the patients.
New Option to park a reminder list when it has been partially worked on.

From the Appointment Reminders screen, select either Reminder Letters option

Now choose the Reminder Letter No., click ‘Select’ to see the list of patents to be reminded.

Now, you will have a new facility ‘Park Selection’ this button allows you to ‘park’ the selection currently being worked on.

The purpose of this is to allow you to take a break from the processing a Reminder list to take a phone call or leave overnight and carry on the next day, without having to start the list again or leave NePTune on. When you go back into NePTune, Reminder Letters (either Alternate or Original version) you will be prompted to restore the parked list.

Click ‘Yes’ the prompt and you can continue form where you left off. If you click ‘No’ at the prompt the parked selection will be lost. If you click ‘Cancel’ you will be taken back to the menu and the Parked list will be retained.

We hope this will be particularly useful for practices setting up Neptune and the larger, most busy practices.

Priority Marker for Drugs

All drugs in NePTune now have a facility for a priority marker to be added. These will be agreed by the CCG and then applied to practices. The purpose of this is that when the Reminder Letters are being generated you can sort the list into priority order. This should help prioritising the testing of drugs that need closer monitoring, when the reminder list is large.

All headers in the Reminder Letter list are now sortable

With a selected reminder letter list (either Alternate or Original version) you can sort any column by clicking on the header of the column.

This will let you order patients alphabetically or by the new drug priority number, so the highest priority drugs will be listed first for example. Of course, if a patient has multiple drugs and one drug is a priority 1, they will be assigned a priority 1.

Facility for Temporary Removal of a patient or group of patients from a letter run

If you wish to remove a range of patients from the list, select the first patient you wish to remove, hold the shift key down and click the last patient (on a sorted list where there is a continuous block of patients to remove). Or, remove a number of individual patients by holding down the control key and selecting each individual patient. You can then click on the ‘Remove’ button to remove the selected patients from this letter run only. It is a temporary removal, the next time the list is generated, if they are still outstanding they will reappear. Practices might use this during the set up of Neptune or when a particularly lengthy list needs to splitting. If practices were sending letters only to priority 1 patients on this day, again this temporary removal method might be used.


Please note from now on any printing procedure will request a printer selection.

Select which printer to use

Highlight the printer you want and click “Select”. The report or letter(s) will now be printed. This prompt will appear in multiple places across Neptune.

Enhancements to the Letter Re-Print & Reception List

In the Letter Re-Print area, we have added two options: Telephone List and Reception List. Provided you have the date of the original list, you can now re-print copies should the original go astray.

The Reception List produces a single list for all the reminder lists selected, for reception staff to use. This can be found in ‘Reports’, ‘Letter Re-print’.

Here you can select a date to print.

Then select the letter type to print e.g. Reminder 1, 2 and 3.

Then choose ‘Reception List’ top print a reception copy: this will have the patient name, the tests required and any notes for all the selected letters. This can be useful for Reception staff when booking appointments following a Neptune run.

Or choose ‘Telephone List’, this will produce telephone lists for each of the selected letters.

Non-standard test search and print facility

Users will now be able to search for non-standard tests. This is particularly useful following a shared care protocol change. You can only print this non-standard list and then use it make any manual alterations.

From the ‘Reports’ Menu.

Select ‘Check Tests’

Click on the ‘Running man’ to run the report.

Select which printer to use.

Highlight the printer you want and click “Select”. The report will now be printed.

Change to Stopped Drugs Re-Issued

All duplicate entries on this list have now been removed.

Enhanced validation of CSV imports (the EMIS or SystmOne reports you bring into Neptune)

If an incorrect CSV file is imported it will now show an error of which heading element(s) are missing.

New backup Facilities

We have provided a new backup service that is now built into Neptune itself to help users remember to back up Neptune. As you leave any the Neptune system. Neptune will prompt you to run a backup.

Simply select yes or no. If you select yes, you will be presented with a backup screen, now select Backup.

When complete, Neptune will provide you with a summary, so you can check the backup is running as expected.

There should be no items in the failed column. Click the X in the corner to close the Backup dialogue box.

When run for the first time (post upgrade) the destination folder should be set according to where the backup should run to, for users upgrading to Version 4 you may want to contact us to help you do this. New users will have theirs set as part of the installation

Drug not issued report

To help identify where patients have stopped taking a drug, a new report has been added to list all patients that have not been stopped but have also not had an issue of the drug for over 100 days (this default may be changed)

From the ‘Reports’ Menu.

Select ‘Drugs not Issued’

Each patient may then be Selected and Reviewed by clicking on the ‘Review’ button this will take you to that Patient Drug screen to start checking if the patient is still taking the drug. If you wish to choose a different time period, then enter the number days in the ‘No Days drug not issued to Review’ and click the ‘Select’ button.

To change the default time period.

From the ‘Advanced Admin’ Menu

Select ‘Letter Parameters’

To change the default, enter the new period in days into the ‘No days no issue to review’ field and then click the save icon.

Update Satellite PC/s – for System Patches & letter changes

With Neptune Version 4 it is now possible to update the Satellite PC from the Primary PC following a new patch being loaded that asks for the programs to be updated. Also, if the letters have been changed on the Primary PC you can also pull down the amended version to the Satellite PC.

From the ‘Admin Menu’

Select ‘Update Satellite’

If the PC this is being run from is the Primary PC then the process will stop with the following message. This prevents problems with trying to overwrite itself.

To update the programs, click on the ‘Update Programs’ button. This process will take about 10 minutes to run depending on how fast the connection is. Please be patient.

To Update the letters from the Primary PC, click on the ‘Update Letters’ button. This should also be run after you have just upgraded to version 4.

Update Primary PC – for System Patches

With Neptune Version 4 the programs on the Primary PC will need to be updated. On later patches you may also have to reloaded them, you will be instructed to do so in the notes for the patch set. It will not harm Neptune if they are updated more than once.

From the ‘Admin Menu’

Select ‘Update Primary’

If the PC this is being run from is a Satellite PC then the process will stop with the following message. This prevents problems with trying to overwrite itself.

To update the programs, click on the ‘Update Programs’ button. This process will take about 10 minutes to run depending on how fast the connection is. Please be patient

All of these changes can be found integrated into the latest Neptune Manual which can be downloaded from our website www.neptunesolutions.co.uk from late-March 2018 onwards.

 CCG Specific Changes

How to change Drug Priorities

There is now the ability to set a drugs priority, this can be used in the Reminder Letter screens to order the letters so that they can tackle the drugs with the highest test priority first. To set the drug priority (1 being the highest, 9999 being the lowest) then in ‘Reminder System’ select ‘Drugs’

The new priority field may be update shown with the Green Circle above. As a default all drugs get a priority 9999

Changing how Drug Detail are printed

Within the Reminder Letters you may wish to change the wording and layout of how each drug is printed. To amend this from ‘Advance Admin’ Menu select “Letter Template Params’

Currently all letters use the REM1.DRUG layout and wording so you can select any of the letters from

the search to change them all. Once you have selected a letter click in the ‘Drug Section Layout Vers 1,2’ (circled in green above) then click on Tab the following will then appear

Amend the details as required the Drug Name is where the drugs generic name is printed and the Drug Tests should be on a line by itself as this is where the testing information is printed. When finished Save will accept the changes you have made or if you wish to abandon the changes just exit the screens. You should test print the letter and check you are happy with the changes you have made.

How to tidy up Patient Drug records

On some Neptune Installations patients have ended up with duplicated tests on patient drug screens. Only the first test should be active. There is now a tidy up process that sorts this issue out. For those practices with these issues then they should back the system up prior to running this process and know a couple of patients with the issue to check post running this process (this is only a precautionary measure, should a currently unknown issue have an impact on this process)

From the ‘Admin’ Menu, select ‘Rebuild Indexes’

Tick the ‘Tidy Patient Drugs’ box then click on ‘Tidy’. This process only takes a second but can be run multiple times. Once complete exit the screen and check the known patient drug records have been tidied up. If they have not then contact Neptune Support urgently and DO NOT backup you Neptune system until the issue has been resolved.

ESC Software Limited • 2 Graham Hill Road • Towcester • Northamptonshire • NN12 7AB • Tel: +44 (0)1327 438950 • Email: tim@escsoftware.co.uk